Communication Templates That Convert

Top agents don't use generic messages - they have proven templates for every scenario that they continuously optimize. Templates save time (60-90 min/day) AND improve response rates (30-50% higher).

This guide gives you battle-tested templates you can use immediately and personalize.

1. First Contact / Welcome Email

Subject: "Your property search - let's find your perfect home"

Body:

Hi {{FirstName}},

Thank you for your interest in {{PropertyAddress/Area}}. I'm {{AgentName}}, and I specialize in helping buyers find their perfect property in this area.

Based on your inquiry, I've already identified several properties that might interest you. Before I send them over, I have a few quick questions to ensure I find exactly what you're looking for:

• What's your ideal timeline for moving?
• Are you pre-approved for financing?
• Must-have features vs nice-to-haves?

I'm available for a quick 15-minute call {{Tomorrow/ThisWeek}} to discuss your needs. What time works best for you?

Looking forward to helping you find your dream home.

Best regards,
{{AgentName}}
{{Phone}} | {{Email}}

2. Property Showcase Email

Subject: "3 properties matching your criteria - {{Area}}"

Body:

Hi {{FirstName}},

Great news - I found 3 properties that match your search for {{Criteria}}:

Property 1: {{Address}}
{{Beds}} bed, {{Baths}} bath | {{Price}}
{{KeyFeature1}}, {{KeyFeature2}}
[View photos] [Schedule viewing]

Property 2: [Same format]

Property 3: [Same format]

My favorite is Property #{{Number}} because {{Reason}}.

Available for viewings {{Days}}. Shall we schedule?

Best,
{{AgentName}}

3. Post-Viewing Follow-up

Subject: "Thanks for viewing {{PropertyAddress}} today"

Body:

Hi {{FirstName}},

Thank you for taking the time to view {{PropertyAddress}} today. It was great to show you around!

I'd love to hear your thoughts:

• What did you like most?
• Any concerns or questions?
• How does it compare to your other viewings?

{{AdditionalInfo}} [e.g., "The seller is motivated and open to offers"]

I've attached {{SchoolRatings/NeighborhoodInfo/ComparableProperties}} that might be helpful.

Ready to take next steps? Or would you like to see more properties?

Best regards,
{{AgentName}}

4. Re-engagement (Dormant Leads)

Subject: "{{FirstName}}, are you still looking in {{Area}}?"

Body:

Hi {{FirstName}},

We spoke {{TimeAgo}} about finding you a property in {{Area}}. I wanted to check in:

Are you still looking? If so, the market has changed:

• {{MarketUpdate}}
• {{NewInventory}}
• {{PriceTrend}}

I have {{Number}} new properties that match your original criteria. Worth a look?

If your situation has changed, no problem - just let me know and I'll stop sending updates.

Best,
{{AgentName}}

5. Offer Submitted nietification

Subject: "Your offer on {{PropertyAddress}} - next steps"

Body:

Hi {{FirstName}},

Great news - your offer of {{OfferAmount}} on {{PropertyAddress}} has been submitted to the seller.

What happens next:

1. Seller reviews offer (typically {{Timeframe}})
2. Seller responds: Accept, Counter, or Reject
3. If accepted: Contract preparation begins
4. If counter: We discuss and potentially adjust

I'll contact you immediately when we hear back. In the meantime, {{NextSteps}}.

Fingers crossed!

{{AgentName}}

1. First Call to New Lead

Opening:

"Hi {{FirstName}}, this is {{AgentName}} from {{Company}}. You inquired about {{Property/Area}} on our website. Is now a good time for a quick chat?"

If yes: "Great! I have some fantastic properties to share. But first, help me understand what you're looking for..."

Questions (BANT):

• Timeline: "When are you hoping to move?"
• Budget: "What price range are you considering?" (if hesitant: "What's your ideal budget, and what's your max?")
• Motivation: "What's driving your move?"
• Must-haves: "What are your non-negotiables?"

Closing: "Perfect - I have {{Number}} properties that match. I'll send them over within the hour. Can we schedule a viewing for {{Day}}?"

2. Post-Viewing Feedback Call

Opening:

"Hi {{FirstName}}, following up on today's viewing of {{PropertyAddress}}. Got a minute?"

Questions:

• "On a scale of 1-10, how did it match your expectations?"
• "What did you love? What gave you pause?"
• "How does it compare to other properties you've seen?"
• "Is there anything preventing you from making an offer?"

Next steps:

• If hot: "Want to make an offer? I can prepare paperwork today."
• If warm: "Shall we see more properties? I have 2 others you'd love."
• If cold: "No pressure - when would be a good time to check back?"

3. Objection Handling: Price Too High

Empathize: "I understand the price seems high. Let me explain why..."

Educate:

• "Compared to recent sales in the area, it's actually {{Comparison}}"
• "The property offers {{UniqueFeatures}} that justify the premium"
• "Market trends show {{PricingJustification}}"

Alternative:

• "Would you like to make an offer at {{LowerPrice}}? The seller might negotiate."
• "I have similar properties in your budget. Want to see them?"

4. Negotiation Call (Buyer to Seller)

Opening: "Hi {{SellerName}}, I have an offer on {{PropertyAddress}} I'd like to discuss."

Present offer:

• "The buyers are offering {{Amount}}, with {{Terms}}"
• "They're pre-approved and ready to move quickly"
• "{{PositivePoints}}"

Address gap:

• "I know it's below your asking price of {{AskingPrice}}"
• "However, {{MarketContext}}"
• "Would you consider {{CounterOffer}}?"

Closing: "Let's find a number that works for both parties. What's your bottom line?"